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October 28th, 2015

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There are some limitations in OWA (Outlook Web App – the web interface to Exchange Online) and here at the UW we have run into one of these for the following reasons.

  • OWA can only display a finite number of rooms.
  • Here at the UW we have lots of rooms because so many schools and colleges and organizations use Exchange Online. You might have noticed that if you try to add a room to a meeting using the “Add room” button the listing stops at the letter “F”.

This limitation only exists in OWA and if you are using Outlook on Windows or OS X this article does not apply.

Since all the iSchool rooms start with the letter “I” (which comes after “F”), you need to employ this workaround to add an iSchool room to your meeting.

  • Log into OWA: https://outlook.com/owa/uw.edu
  • Click the waffle menu in the top, left corner and select “Calendar”.
  • Click the “New” button to create a new meeting.
  • On the right side, under the People heading, click the “+” button as if you were adding a person.
  • In the “Required attendees” window, click in the “Search People” field, type “iSchool” and then click on the magnifying glass to search.
  • Scroll down to the room you want (all iSchool rooms start with “iSchool”) and then click the “+” sign to add it. You will notice that this room gets added to the “Required attendees”.
  • Click “OK” at the top to save your changes. You should now see the room under “Attendees” in the meeting.
  • Once the room has been added, click on the “Scheduling assistant” to see if it is free when you need it.
  • When adding a room as a person the location field will not auto update like it would if you added a room using the “Add room” feature (or if you used Outlook on Windows or OS X) so you should type something in the location field like, “BLD 070A”, etc. assuming this room is free when you need it.

Done.

You can now add other people using the “Scheduling assistant”, enter a Subject, fill in the Body and finally click “Send” to send out your meeting request.


If you have any questions after reading this article or if you need any help, please don't hesitate to contact the iSchool IT Help Desk.

http://ischool.uw.edu/help
(206) 616-3086